Council approves agenda and meeting software contract, citing staff time savings

The Depoe Bay City Council authorized the city administrator to execute a contract for agenda and meeting management software, approving a two‑year implementation not to exceed $14,650. Staff described the benefits of the selected platform: template‑based agenda and packet assembly, integrated live streaming and media tools, transcription and “minutes snippets” to speed minute production and enable public access to agenda items via time‑coded video. Staff said the software will reduce packet assembly time and the need for repeated audio review when preparing minutes; the vendor will create initial templates for up to 10 boards and provide training and support. City staff also explained procurement terms: the first‑year payment will be made from current budget authority and staff will budget the second‑year renewal in the next fiscal cycle. Councilor discussion asked whether optional add‑ons would drive additional costs; staff said the proposal bundles media streaming for the initial term and that options can be reduced or canceled within the vendor’s renewal windows if the city chooses. Council moved, amended and approved the contract and authorized the city recorder to act as the system’s administrator. Councilors and staff said the software should speed internal workflow and make meeting materials easier for residents to access online. Staff will begin implementation and training and will coordinate rollout timing with other back‑office projects already underway.